M5-AR Auto Deduct

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This enhancement adds functionality to the existing Sage 500 solution to select invoices for deduction based on deduction criteria setup in the application. The following functionality is expected for this enhancement:

  • Non-Inventory items have already been defined in Sage 500.
  • The User Defined Field 1 has been setup and defined in the application as the Deduction Group. This is used to identify deduction groups and may be the same for multiple customers.
  • When invoices are created in the system they are expected to contain one line item and will include a non-inventory item setup above.

Installation, Setup & Usage

Installation Requirements:

Prior to running this application, you will need to have the appropriate version of Sage 500 installed. Currently this application is compatible with Sage 500 Version 7.05 with Service Pack 1 and March 2007 Release. (Other Sage 500 versions may be made compatible; for further information please contact Blytheco Development). It is recommended to have a complete and tested backup prior to installing any application on your Sage 500 platform.

Reinstalling or Installing an Update:

You must first uninstall the client/server installs via “Add and Remove Programs”. This will not uninstall any database objects, but will permit the update install to run its SQL package to update the necessary database objects. Once the previous install has been removed, you may then run the new client and server installs.

Components to the Installation:

1. Server Installation – This adds the database stored procedures and tables required to run the integration. Run the Install Shield on the Sage 500 database server.
2. Client Installation – This is used to install the client components of Sage 500. Run the Install Shield Application on each appropriate workstation that the enhancement will run.

Task Setup:

You will need to add the appropriate folders and tasks to the Business Desktop. Create a folder under Accounts Receivable|Deduction Management. Add the following tasks to this folder:

The task “AR Terms Days Entry – BC” must be added

1. Select your Sage 500 desktop, go to the Accounts Receivable > Deduction Management folder
2. Right click on the folder and select “Create New Task.”
3. When the context menu appears, select MAS 500 Task.
4. For Module select Accounts Receivable
5. Select the task named “AR Terms Days Entry – BC” then select OK.
6. An “AR Terms Days Entry – BC” task will appear in the MAS500 task menu.

The task “AR Auto Deduction – BC” must be added

1. Select your Sage 500 desktop, go to the Accounts Receivable > Deduction Management folder
2. Right click on the folder and select “Create New Task.”
3. When the context menu appears, select MAS 500 Task.
4. For Module select Accounts Receivable
5. Select the task named "AR Auto Deduction – BC" then select OK.
6. An “AR Auto Deduction – BC” task will appear in the MAS500 task menu.

Setup Non-Inventory Items and Customers

  • Setup the Non-Inventory Items relationship to customers and terms codes.
  • Define the Deduction Groups (User Defined Field 1) in the Customer Maintenance Area of Sage 500.

Setup Terms Day Entry

The terms day entry screen is used to manage the non-inventory item relationship to customer. The key area of this screen is used to define the number of days between the invoice date and the selection date in which a deduct will occur during processing. There can only be one non-inventory relationship to each customer. Below are the steps to setup a Terms Day Relationship.

1) Activate the new task “AR Terms Days Entry – BC”

Terms Day Entry Screen
Figure 1 Terms Day Entry Screen

2) Select the Non-Inventory Item that represents the selection code
3) Lookup the customer number related to this item and then enter the number of days in the second column. The number of days will create the calculation based on the invoice date to the selection date.
4) Repeat this step for all combinations of items and customers

Using This Enhancement

Running the Auto Deduction Process

The auto-deduction process allows you to select a batch and run the selection process. Once you process the selection batch you will have the ability to manage the records inside this batch. You will not be able to select records in another batch after they have been selected in a previous batch. You can remove the records from this batch individually or delete the entire batch and re-select. This will give the users flexibility in managing the records in the selection.

Follow the steps below to run the selection process:

1) Open Auto-Deduction application select the next batch number at the top of the screen. This will create a new batch to select invoices.
2) Change the description for the batch if required.
3) Select the auto-deduct Group to select from the lookup or key this information. This is the group setup on User Field 1 in the Maintain Customers Area.
4) Choose the selection date that will be used during the calculation of deduction codes. This will actually be the date that will be subtracted from the invoice date. The amount of days will be matched back to the earlier setup for Terms Days. Based on this date the selections may vary and can cover multiple vendors(customers).
5) Once you have completed the selection you are ready to review reporting and accept payments against the auto-deduction codes. Note: Auto-Deduct numbers are automatically created during the selection process.

Deduct Selection Screen
Figure 2 - Deduct Selection Screen

Applying Cash Receipts

The cash receipts entry screen has been enhanced to now include the deduction code for the invoices that have been selected. You can also select the invoices to apply by deduction code. This will allow you to apply these to one deduction code for rapid data entry.

The deduction features have been applied to the standard cash receipts entry screen. Follow the online instructions for cash receipts entry and below is an excerpt indicating the changes to the cash receipts functionality.

Enter Cash Receipts
Figure 3 - Enter Cash Receipts

Reporting and Managing the Data

Once the invoices have been selected for deduction they will appear in multiple areas for you to verify this deduction has occurred. These areas are outlined below:

View/Edit Invoices (Accounts Receivable)
In the AR|View/Edit Invoices, an additional area has been added to the last tab of the invoice entry to signify the deduction number and date while reviewing invoices.

View/Edit Invoice
Figure 3 - View/Edit Invoice

Aged Invoice Report
The aged invoice report (when run in detail) has the auto deduct number indicated on the left hand side. This will not appear unless the invoice has been selected in a previous batch.

Detail Aged Invoice Report
Figure 4 - Detail Aged Invoice Report

Detail Trial Balance Report
The detailed Trial Balance Report has been enhanced to show the auto-deduct number under the invoice number where this has been created. See example below:

Detail Trial Balance Report
Figure 5 - Detail Trial Balance Report

Business Insights Analyzer
There is a new view that has been created for Business Insights Analyzer. This view can be used to view all deductions by customer, deduction group and other variables. From this view the deductions can be exported to an Excel Spreadsheet for emailing to customer and managing.

Auto Deduct Analysis
Figure 6 - Auto Deduct Analysis

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